Outsourcing document scanning

A document scanning service, or service bureau, scans your paper records for you: it collects or receives the boxes, prepares and scans the pages, indexes them and delivers searchable files. Outsourcing makes the most sense for a large one-time backfile, fragile or oversized records, or a deadline your staff can't meet. For documents that keep arriving every day, scanning in house is usually cheaper and faster.

Choosing a scanning service

• Security. Ask how documents are transported, stored and tracked, who handles them, and whether the service meets the rules for your records, such as HIPAA for medical records.
• Preparation. Removing staples, repairing tears and sorting pages takes more time than scanning. Find out what's included and how it's priced.
• Indexing. How each file will be named and indexed decides whether you can find anything later. Agree on the index fields before the job starts.
• Output. Searchable PDF or PDF/A, image quality, and how files are delivered and loaded into your system.
• Originals. Whether they're returned, stored or securely shredded after scanning.

Outsource or scan in house?

We can assess your project and refer it. Tell us how many pages you have, what they look like and how they need to be indexed, and we'll tell you whether to outsource or scan in house. If outsourcing is the better choice, we'll refer the job to a trusted scanning partner suited to its size, security needs and location. Ask for an assessment or call 865-637-8986.

If you'd rather keep the work in house, a document scanner and SimpleIndex, which names, indexes and files each document automatically, often cost less than outsourcing a single large job. See document scanning prices for how the costs compare.